Office Services Coordinator

Office Services Coordinator

Provides on-site operational support including high-volume copying, printing, document imaging, mail processing, shipping and receiving, filing, customer service, front desk support, and building services.

Processes letter mail and packages, sorts and organizes received items, assists customers, answers emails and phone calls, and supports ongoing projects.

Works in a fast-paced environment with both busy and slow periods, time-sensitive daily deadlines, repetitive tasks, and frequent customer and coworker interaction.

Responsibilities

• Operate high-volume duplicating/copy machines, document imaging systems, mail management systems, and related software.
• Perform copying, printing, binding, finishing, document imaging, quality control, and final checks.
• Operate document image handling software, MS Office, email systems, fax machines, postage meters, calculators, and other office equipment.
• Open, save, transfer, send, and retrieve PC files according to established protocols.
• Access document management systems using established procedures.
• Process, sort, organize, distribute, and handle incoming and outgoing mail, faxes, letters, packages, and office supplies.
• Process mail routes and deliver completed jobs, mail, packages, and supplies to designated locations within or outside the assigned site.
• Assist customers at the front desk and respond to questions regarding job status, feasibility, and service requests.
• Answer and respond to emails and phone calls and coordinate required service calls.
• Maintain excellent customer service and support ongoing customer projects.
• Inspect convenience copiers daily to ensure proper operation and print quality; clear paper jams and report technical problems to technicians.
• Keep copier and work areas neat, clean, organized, and well stocked.
• Maintain daily meter readings, service logs, inventory records, billing logs, and management reports.
• Generate reports for digital printing, imaging, and mail systems.
• Calculate charges for completed jobs and maintain applicable billing records.
• Perform shipping and receiving duties for products, materials, and supplies.
• Maintain filing systems, including purging and archiving old documents.
• Perform filing duties based on specific customer requirements.
• Use shrink-wrap machines, paper cutters, hole drills, bindery equipment, joggers, tape machines, stackers, electric staplers, and scales.
• Perform bindery, finishing, and other equipment-related tasks as required.
• Assist with meeting room and conference room setup and breakdown.
• Support building occupant moves within assigned facilities.
• Perform re-lamping, light maintenance, and other assigned building support functions.
• Perform occasional cleaning and housekeeping duties as needed.
• May travel between customer buildings as required.
• May support reception and other front desk functions requiring professional presentation and telephone skills.
• Perform other duties as assigned.
• May require periodic overtime, including nights, weekends, and off-hour emergency response.

Requirements

• High school diploma/GED and 1–2 years of related experience or equivalent experience in a related field.
• Some related copy job experience preferred.
• Customer-facing experience required.
• Mail experience and email etiquette are preferred.
• Strong customer service and communication skills.
• Excellent attention to detail, focus, and ability to meet time-sensitive daily deadlines.
• Strong multitasking, organizational, prioritization, teamwork, initiative, and adaptability skills.
• Ability to recognize personal limitations and work effectively in a demanding environment.
• Ability to handle a high volume of repetitive tasks while maintaining accuracy.
• Good PC, MS Office, email, mathematical, filing, and general office…